Terms of Service

1. Acceptance of terms

By creating an account or using ClayAI — including our web application at clayai.ca — you agree to be bound by these Terms of Service. If you do not agree, please do not use our services. These terms constitute a binding agreement between you and ClayAI Inc. (“ClayAI”, “we”, “us”).

2. Description of service

ClayAI is a software platform that assists Ontario physicians with the preparation, submission, and management of OHIP (Ontario Health Insurance Plan) billing claims. ClayAI is a billing tool — we do not provide medical, legal, or financial advice. We are not a billing agent and do not submit claims on your behalf unless explicitly configured to do so via an integrated clearinghouse.

3. Eligibility

You must be a licensed physician registered with the College of Physicians and Surgeons of Ontario (CPSO) with a valid OHIP billing number, or an authorized delegate acting on behalf of such a physician, to use ClayAI. By using the platform, you represent that you meet these requirements.

4. Account responsibilities

• You are responsible for maintaining the confidentiality of your login credentials and for all activity under your account.
• You must provide accurate and complete information when creating your account and submitting billing claims.
• You are solely responsible for the accuracy and completeness of all claims submitted through ClayAI, including diagnostic and service codes.
• You must notify us immediately of any unauthorized use of your account.

5. OHIP billing and physician obligations

• Your claims, your responsibility. ClayAI assists with claim preparation but you are the submitting physician. All claims must comply with the Ontario Schedule of Benefits and OHIP billing rules.
• AI-assisted features. ClayAI uses artificial intelligence to extract data from day sheets, suggest billing codes, and identify potential issues. AI suggestions are aids, not substitutes for your professional judgment. You must review and approve all claims before submission.
• Rejections and appeals. While ClayAI may assist with understanding rejection reasons and preparing appeals, the decision to appeal and the content of any appeal remains your responsibility.
• Regulatory compliance. You are responsible for ensuring your billing practices comply with all applicable laws, regulations, and professional standards, including requirements of the Ministry of Health, CPSO, and the Income Tax Act.

6. Fees and billing

ClayAI charges a flat monthly or annual subscription fee. Current pricing is available at clayai.ca. Subscriptions auto-renew unless cancelled. Fees are non-refundable except as required by law. We reserve the right to change pricing with 30 days' notice.

7. Payments and Stripe

Payment processing is handled by Stripe, Inc. By subscribing to ClayAI, you also agree to Stripe's Terms of Service. We do not store your credit card information directly.

8. Prohibited conduct

• Submitting fraudulent, false, or misleading billing claims.
• Attempting to access another user's account or patient data.
• Using the platform for any purpose other than legitimate physician OHIP billing.
• Reverse-engineering, scraping, or interfering with the platform.
• Sharing your account credentials with unauthorized persons.

9. Data and privacy

Your use of ClayAI is also governed by our Privacy Policy and PHIPA Notice. You acknowledge that ClayAI processes personal health information (PHI) on your behalf and that you remain the health information custodian under Ontario's Personal Health Information Protection Act (PHIPA).

10. Account termination

You may cancel your subscription and delete your account at any time through your account settings or by contacting support@clayai.ca. We may suspend or terminate accounts that violate these terms. Upon termination, your data will be retained for the minimum period required by law and then securely deleted.

11. Limitation of liability

ClayAI provides the platform “as is” without warranties of any kind. To the maximum extent permitted by law, we are not liable for any indirect, incidental, special, or consequential damages arising from your use of ClayAI, including but not limited to claim rejections, underbilling, overbilling, or any financial losses. Our total liability is limited to the fees you have paid to ClayAI in the 12 months preceding the claim. ClayAI is not responsible for errors in AI-generated suggestions that you approve and submit.

12. Governing law

These terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein. Any disputes will be resolved in the courts of Ontario.

13. Changes to these terms

We may update these Terms of Service from time to time. Material changes will be communicated via email or in-app notification at least 30 days before they take effect. Continued use of ClayAI after changes constitutes acceptance.

14. Contact

Questions about these terms? Reach us at support@clayai.ca.